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MEETING DATE: June 21, 1999 DEPARTMENT ID N ER: CK99-002
Council/Agency Meeting Held: 917 loo•10
VDe erred/Continued to:
Approved 7-
Conditionally Approved ❑ Denied _66P�T City Clerk's Signature
Council Meeting Date: June 21, 1999 Department ID Number: CK99-002
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: CONNIE BROCKWAY, CITY CLERKC13
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PREPARED BY: CONNIE BROCKWAY, CITY CLERK.-A >
SUBJECT: DESIGNATION OF CITY CLERK'S OFFICE AS A PASSPQRT w;
ACCEPTANCE FACILITY BY THE U.S. DEPARTMENT OF'ST&E
fstemntf Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue:
The City Clerk is requesting City Council approval for the City Clerk's Office to accept the
designation of Passport Acceptance Facility by the U.S. Department of State, Bureau of
Consular Affairs.
Funding Source:
Start-up costs will be requested in the City Clerk's Office FY1999-2000 budget submittal:
Clerk position (nonpermanent) $16,640
Postage cost $800
Electronic Counter System $400 (to be purchased locally)
One-time start-up costs required by the City Treasurer's Office to process these additional
transactions:
Cash receipting software and hardware $8,000
Cash security hardware (i.e., cash drawer) $2,000
(This software/hardware may also be used to process additional transactions as activities
increase in other departments.)
Total: $27,840 ,,
CK99002 -2- 06/10/99 8:13 AM
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REQUEST FOR COUNCIL ACTION
MEETING DATE: June 21, 1999 DEPARTMENT ID NUMBER: CK99-002
First year anticipated revenue: $39,000 - $45,000
Recommended Action:
1. Authorize the City Clerk to inform the Passport Agency of the U.S. Department of State
that the City Council approves the City Clerk's Office becoming a Passport Acceptance
Facility authorized by the United States Department of State beginning October, 1999.
2. Authorize an expenditure of $10,400 from the General Fund Unappropriated Fund
Balance to purchase the necessary software/hardware for the Treasurer's Office and the
electronic counter system equipment for the Clerk's Office.
Alternative Action(s):
1. The City Council may designate a different city department to provide passport services.
2. Continue item for further study.
3. Determine that passport program should not be implemented.
Analysis:
There are significant benefits in becoming a passport acceptance facility including:
1. Community Service - There are only eight passport acceptance facilities in Orange
County. Passport acceptance service at the City Clerk's Office will provide a location in
addition to the Warner Post Office location for residents to easily and conveniently obtain
passport application forms and submit passport applications.
2. Generates Revenue - The average time spent in accepting a passport application is
approximately ten minutes. For each passport application accepted, a $15.00 processing
fee is collected which the City of Huntington Beach retains. Barbara Brophy, Customer
Service Manager, Department of State Regional Passport Office in Los Angeles,
estimates that approximately 2,600 - 3,000 applications during the first year's operation
would be processed by the City Clerk's Office if appropriate publicity of the service is
provided by the city.
3. Community Economic Impact - Efforts to market this new service: A recorded information
line will be established; FAX on demand forms; forms available on the Internet; Internet
link to the Los Angeles Passport Office; Cable TV-3; brochures offering this service to be
made available at local travel agencies. Attracting people from surrounding communities
to obtain passport services at City Hall may also have a positive impact on Huntington
Beach's economy as passport customers may decide to patronize other businesses while
in our city.
CK99002 -3- 06/09/99 3:42 PM
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REQUEST FOR COUNCIL ACTS
MEETING DATE: June 21, 1999 DEPARTMENT ID NUMBER: CK99-002
4. Promotes Public Relations - Passport acceptance facilities provide a vital service to U.S.
citizens - the voters and taxpayers of our community. Offering passport services at the
Clerk's Office helps promote the other services and opportunities available to the public at
City Hall.
If the City of Huntington Beach is approved as a passport acceptance facility, this service
would begin at City Hall in October, 1999 following employee training classes by the
Department of State, Los Angeles Regional Passport Office. Hours of operation would be
at the city's discretion and most likely would be Monday through Friday, 8:00 a.m. to
4:00 p.m.
Conformance With Established City Counicl Criteria For Unbudgeted Appropriations:
This requested budget appropriation meets the criteria established by Council in that it is a
new expense that will be offset by related new revenues. Deferring the equipment purchase
until the adoption of the budget would delay the start of the passport program.
Environmental Status:
N/A
Attachment(s):
City Clerk's
. . - Number No. Description
1. Detailed Information Proposed Passport Acceptance Facility City
Clerk's Office, City of Huntington Beach submitted by the City Clerk
2. Communication from the Los Angeles Passport Agency Steps for
Designation as a Passport Acceptance Facility
3. Communication from the Los Angeles Passport Agency dated January,
1998 titled The Basics
4. Fiscal Impact Statement
RCA: CB
CK99002 -4- 06/10/99 8:18 AM
ATTACHMENT 1
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PROPOSED PASSPORT ACCEPTANCE FACILITY
CITY CLERK'S OFFICE
CITY OF HUNTINGTON BEACH
1. Authority: The authority to act as a passport acceptance agent is provided under
Title 22 of the Code of Federal Regulations. Part 51.
2. Proposed Start Date for Passport Acceptance Facility located in the City Clerk's
Office, City of Huntington Beach: October, 1999
3. Proposed Hours of Operation: Monday through Friday, 8:00 a.m. to 4:00 p.m.
except holidays
4. Proposed Site: City Clerk's Office
5. Services to be provided by the City Clerk's Office:
• Provide designated area in the City Clerk's Office for receiving passport
applications.
• Have a minimum of five staff members trained to accept passport applications.
• Establish telephone recorded information line for passport inquiries, Fax on
Demand Forms, Forms available on Internet.
• Examine passport application and ensure it is completed in full by the applicant.
• Screen the citizenship evidence and photographs for acceptability.
• Record the identification fully and accurately.
• Collect the required fees and make sure the check or money order is in the
correct amount and payable to the Passport Service.
• Execute the application by having the applicant swear or affirm as to the truth of
the statements given and witness the applicant's signature on the application.
• Sign the application and place the authorized seal of the acceptance facility in
the execution section of the application.
• Ensure that passport applications are transmitted to the passport agency on a
daily basis.
6. Service Area Population: It is anticipated that service area will reach beyond the city
limits as the nearest passport acceptance facility is located at the Warner Post Office
which is extremely busy. The hours of the City Clerk's Office Passport Acceptance
Facility will overlap the hours at the Warner Post Office. In addition to providing an
additional passport facility location in Huntington Beach, the Passport Facility will attract
customers from Newport Beach, Seal Beach, and Costa Mesa. There are only eight (8)
passport facilities in Orange County.
7. Fees to be Charged:
Service Fee Paid to
Passport fee $45 (age 16 & over) State Department
Passport fee $25 (age 15 & under) State Department
Processing Fee $15 (any age) City of Huntington Beach
Expedite fee $35 State Department
Renewal fee $40 State Department
cbmemo/99-91 ST.doc
8. Start-up Costs:
Part Time Clerk Range 241 $8.05 per hour= approximately $1288/month
Numbering System $397.70 (purchased through company located in
Huntington Beach
$800 annual postage costs
9. Anticipated Revenues to the City of Huntington Beach in FY 99-2000: (based on
conservative estimate of processing an average of 10 applications per day)
10 applications x $15 processing fee = $150.00/day = $36,000
cbmemo/99-91 ST.doc
ATTACHMENT 21,
05/25/99 TUF 16:30 FAX 310 5755729 LA PASSPORT AGCY Z 003
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Steps for Designation as a Passport Acceptance Facility
Request must be submitted in writing under the signature of the official authorized to seek
designation by the government entity. The request should include:
1 . The location of the office
2. Proposed hours passport acceptance service will be provided
3. Telephone number for public information (If a separate telephone line is to be installed
for this purpose, indicate that this will be furnished when available.)
4. Name and title of official who will be responsible for program (Program Manager)
5. What duties the office now performs
6. Demographics of service area (i.e., Population, surrounding communities)
7. Proposed start date, if known.
8. Names and sample signatures of employees who will provide passport application
acceptance service.
When a request for designation is received, it will be forwarded to Passport Services in
Washington, DC along with a recommendation for approval. When possible, a visit to the
prospective acceptance facility will be arranged prior to the forwarding of the recommendation.
Designation process usually can be completed within 2 months. Scheduling of training and
shipment of supplies will be arranged after designation becomes effective.
Qualifications for Employees to be Designated as Passport Acceptance Agents*
1. Must be at least 18 years old and a United States citizen.
2. Must be an employee of a municipal, county or state government office or entity or the U.S.
Postal Service. Contract employees, volunteers, or other personnel who are not on direct
payroll cannot be designated passport acceptance agents. Designated employee must be
directly accountable to the government entity.
3. Be free of any federal or state felony convictions within the last 5 years.
4. Never have been convicted of a federal or state felony relating to breach of trust or moral
turpitude, i.e., embezzlement, document fraud, drug offense, or dishonesty in carrying out a
responsibility involving public trust.
5. Not be on parole or probation relating to any federal or state convictions.
6. Must be able to communicate clearly to U.S. citizens who are passport applicants.
Language skills other than Fnglish are not required.
♦ All designees must be approved in advance by the Department of State.
Ppt/la/csm/2/99
ATTACHMENT 3 11
THE BASICS
A United States passport is a travel document
attesting to the citizenship and identity of the bearer.
Only United'States citizens can be issued a U.S. passport.
Remember that United States passports are issued only to U. S. citizens. A person with
an alien registration card is not a U.S. citizen and is not entitled to a U.S. passport.
To obtain a U. S. passport an applicant must present the following items:
1. PROOF OF UNITED STATES CITIZENSHIP OR NATIONALITY
a. IF BORN IN THE UNITED STATES -- A person claiming to be born in
the U. S. must submit primary proof of citizenship.
1. Previous U. S. passport
2. Certified copy of birth certificate showing:
a. Name, date and place of birth
b. Date birth record was filed or recorded
(If filed more than one year after birth must also list evidence
used to file it.)
c. Seal and signature of registrar
If birth certificate never filed, submit following secondary evidence:
a. Letter no record from state where born
b. Early public record verifying name, date and place of birth
(i.e., childhood school, baptismal, or census record)
c. Notarized birth affidavit (optional)
b. IF BORN IN A FOREIGN COUNTRY -- A person born in a foreign country
must submit proof of how U. S. citizenship was acquired.
1. Previous U. S. passport
2. Original certificate of naturalization or citizenship
3. Proof of derivative citizenship
2. PROOF OF IDENTITY
a. Primary proof of identity
1. Current driver's license (valid or recently expired within 6 months)
2. Recently issued certificate of naturalization
3. Recently issued government ID card
b. If unable to present acceptable primary proof, note down or copy
whatever he/she has and have applicant appear before you with an identifying
witness (DSP-71)
3. PHOTOGRAPHS -- Two identical, 2" x 2" square, full faced with plain white or
off-white background. (See back of DSP-11 or Passport Manual)
4. PASSPORT FEE -- On DSP-11, Age 16 and older (10 year passport) --- $60.00
Under age 16 (5 year passport) --- --- $40.00
"EXPEDITE FEE" Service --- --- additional $35.00
PPT/LA:csm-1/98
ATTACHMENT 4
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� CITY OF HUNTINGTON BEACH
1 INTERDEPARTMENTAL COMMUNICA TION
To: Ray Silver, City Administrator
From: John Reekstin, Director of Administrative Services
Subject: FIS 98-43 Designation of City Clerk's Office as a Passport
Acceptance Facility
Date: June 9, 1999
As required by Resolution 4832, this Fiscal Impact Statement has
been prepared for "Designation of City Clerk's Office as a Passport
Acceptance Facility ."
If the City Council approves this action, (total appropriation $10,400),
the estimated unappropriated, undesignated General Fund Balance
at September 30 , 1999 will be reduced to $7,660,001 .
1A -
-a
J'hn Reekstin,
Director of Administrative Services
Adopted urrent
Fund Balance-General Fund Budget Estimate
Beginning Fund Balance 10/1/98(unaudited) $ 8,987,000 $ 8,987,000
Plus: Estimated Revenue 107,860,642 109,524,481
Less: Estimated Expenditures (109,890,397) (109,399,000)
Less Pending/Approved FIS's (1,442,080)
Less: FIS 99-43 - (10,400)
Estimated 9/30/99 Balance $ 6,957,245 $ 7,660,001
Estimated General Fund Balance at September 30, 1999
$9,000,000
I
$8,000,000 ---j ----
$7,000,000 - - -_- -
$6,000,000 --- -- ----------
$5,000,000 --- _ -- - -
$4,000,000
-- $6,957,245
--- -
$3,000,000 $7,660,001
$2,000,000 ._.. - ---_-_ --
$1,000,000
$.
ADOPTED BUDGET CURRENT ESTIMATE